Administrative Officer (Level 4)

Job Purpose

Under the direct supervision of the Director, Contraband Enforcement Team, the Administrative Officer is responsible for:

• Providing research, technological and administrative support.
• Managing office support systems and resources to ensure the effective and efficient functioning of the office.
• Making decisions when the executive is unavailable.
• Writing correspondence and creating reports.

Key Responsibility Areas

Technical/Professional Responsibilities

• Assists with the compilation of the supplies and material resources of the Section’s budget by advising on usage patterns of the various supplies, materials and services and their costs.
• Manages the inventory and distribution of office supplies for the Section
• Obtains quotations and finalises arrangements for the purchase of goods and services, including monitoring approval of payments made in accordance with the procurement guidelines.
• Manages the documentation system for the Section by maintaining the document classification, filing, storage, and retrieval system as well as the security of confidential files and documents.
• Supports staff in the implementation of the PMAS by providing forms and copies and ensuring that Agency staff completes documentation within the required timeframe.
• Maintains leave files for all staff of the Section.
• Assists with the arrangements and orientation of new staff for the Section.
• Assembles and disseminates information to internal and external personnel as required.
• Prepares report and written materials for presentations, meetings and conferences and responds to routine and other correspondence as directed.
• Reproduces manuscripts and briefs prepared by the Senior Executive, including information dictated in an accurate and presentable manner.
• Processes incoming and outgoing correspondence in accordance with established procedures and checks email sent to the Section and brings to the Senior Executive items which must be dealt with at that level.
• Maintains copy files of official correspondence received by email and of computer-generated documents.
• Coordinates travel arrangements and prepares itinerary for local and overseas business trips.
• Provide receptionist/telephone services for the Senior Executive.
• Maintains an effective filing system that allows security and speedy retrieval of documents/information in accordance with established standards.

Management & Administrative Responsibilities

• Coordinates logistics for meetings hosted by the Senior Executive, including preparing agenda; organizing relevant information and documents; securing venue and refreshments; taking minutes at meetings; and reproducing and distributing in accordance with established guidelines.
• Collaborates on heavy calendar management, requiring interaction with both internal and external executives and assistants, as well as consultants, to coordinate a variety of complex executive meetings as well as for routine and special appointments for the Senior Executive, advising of matters requiring prompt attention.
• Prioritizes and manages multiple projects simultaneously and follows through on issues in a timely manner.

Customer Service Responsibilities

• Maintains customer service principles, standards and measurements;
• Identifies and incorporates the interests and needs of customers in business process design;
• Ensures critical success factors are identified and meet expectations;

Other Responsibilities

• Performs all other duties and functions as may be required from time to time.
• May be required to provide witness statements, attend court proceedings, and give evidence.
• Complies with Health & Safety Policies & Procedures.

Required Competencies

Core

• Sophisticated telephone skills, positive energy, and attention to detail.
• Expert level is written and verbal communication skills.
• Excellent calendar management skills, including the coordination of complex executive meetings
• High level of professionalism, integrity, and confidentiality.
• Strong decision-making skills.
• Strong customer orientation skills.
• Strong initiative and resourcefulness skills.
• Ability to interact with staff at all levels in a fast-paced environment
• Ability to work independently with little or no supervision.

Technical

• Highly proficient in relevant computer applications
• Experience assisting management with the creation of report presentations
• Experience scheduling travel arrangements for management
• Sound knowledge and understanding of local and international commercial trade practices and documentation

Minimum Required Education and Experience

• First degree in Management Studies or similar field from a recognized university

OR

• Certified Administrative Professional designation

OR

• Completion of Certificate in Administrative Management (Level 3/4) (MIND), or equivalent qualification
• Three (3) years of administrative experience
• Training in records management and exposure to office management and procurement procedures.

Special Conditions Associated with The Job

• Work will be conducted in various offices outfitted with standard office equipment and specialized software.
• Involves working in a fast-paced environment with ongoing interactions with critical stakeholders.
• Spends extensive hours in front of the computer screen
• Handles all telephone calls into the Senior Executive office